Student Services Administrative Assistant

Position Title:            Student Services Administrative Assistant
 
 
Immediate Supervisor:        Student Services Director
 
 
Summary:      Responsible for providing secretarial and administrative support to the Student Services Department.
 
Essential Duties and Responsibilities:  (Other duties may be assigned.)

• Design, adjust, and maintain student database for Linn-Mar residents attending special education classes outside the district.
•  Identify students for data entry.
• Verify information on contracts received from agencies/districts.
• Remain in constant contact with GWAEA/IMS to check for discrepancies in student data.
• Possess working knowledge of state special education law to maintain compliance; ensure records comply with confidentiality and due process rights laws.
• Send routine requests for copies of IEPs/progress reports to agencies/districts; check incoming IEPs for compliance; if not in compliance contact AEA or LEA.
• Calculate and process payments to agencies/districts.
• Organize and maintain student records (IEPs, contracts, progress reports).
• Verify open enrolled students.
• Design, adjust and maintain student database for non-resident students attending special education classes in the Linn-Mar district.
• Receive calls and visitors to the office, answer questions and refer to the appropriate staff.
• Handle incoming/outgoing mail; answer routine correspondence.

• Work in cooperation with other Secretaries/Administrative Assistants to cover phones.
• Participate in administrative staff meetings and attend other meetings or seminars.
• Perform clerical functions such as typing letters and memos, correspondence, reports, and presentations.
• Process purchase orders for Student Services.
• Type agendas for department meetings and contractual agreements for Board Meetings as requested.
• Make conference/hotel/travel arrangements; process expense reports/travel reimbursements.
• Collaborate with Superintendent’s office to compile data and help complete the Special Education Supplement of the Certified Annual Financial Report.
• Order professional materials, books, videotapes; maintain log of professional resources on loan to teachers/staff.
• Maintain files for multiple subscriptions to special education legal reference guides, journals/newsletters; verify subscription terms and process payments.
• Type and compile handbooks and manuals; arrange for duplication.
• Maintain office filing system; including Board Meeting Minutes and confidential legal records, CAR and count information.
• Assist Student Services Director with maintenance of annual budget.
• Work closely with the Business office on fund transfers and the maintenance of appropriate balances and Medicaid reimbursement.
• Compose and type billing requisitions.
• Work with Student Services to ensure Medicaid compliance.
• Maintain strict confidentiality and project a professional image when handling sensitive and confidential situations and information.
• Enter and compile accurate data (e.g. student information, calendars, budget, etc.) to comply with financial, legal and/or administrative requirements.
• Respond to inquiries from a variety of internal and external parties (staff, parents, students and public) to provide information and facilitate effective communication.
• Support other administrative personnel and provide assistance with administrative functions.
• Present information on administrative procedures, services, regulations, etc. to train and orient other building personnel.
• Regular and reliable attendance.
• Other duties as assigned.

 
 
Professional Standards:
1.  Quality of Work (Work is correct, precise, and neat; confidentiality is maintained, as job requires; work product presents positive/professional appearance.)
2.  Quantity of work (The amount of work performed is evidence of high productivity; industrious; carries fair share of work load; seeks additional tasks.)
3.  Knowledge of job (The job and job-related responsibilities are well understood and reflected in job performance; exhibits continuous improvement and ongoing learning.)
4.  Creativity/Problem Solving (Offers new ideas; suggests innovative and better ways of performing necessary tasks.)
5.  Interpersonal Skills (Works collaboratively with others; courteous; polite; pleasant; promotes positive image in contacts with co-workers and district's customers.)
6.  Dependability (Completes work in a timely fashion; reliable; punctual; consistent attendance; stable and calm in a crisis or an emergency; works independently.)
7.  Professional Appearance (Dress is acceptable for the job; appears clean, well-groomed and “professional.") 
8.  Organizational Skills (Exhibits ability to prioritize work; organizational skills enhance job productivity.)
9.  Technical Skills (Exhibits proficiency in and uses required computer applications to maximize efficiency.)
10.  Written/Verbal Communication (Convey information and ideas accurately and clearly to meet the needs of the reader, transfers thoughts and ideas into speech and presents clearly.)  
11.  Managing Change/ Adaptability (Demonstrates good understanding of organizational changes and communicates support for such change.)         
12.  Professional Approach (Professional, positive, and helpful approach with customers.  Displays loyalty toward the organization.  Demonstrates a capacity to understand customer (internal and external) requirements and produces a professional level of service that is satisfactory.)
13.  Flexibility (Demonstrates openness to new organizational structures, procedures, technology.  Willingly takes direction and will modify one’s preferred way of doing things.)
14.  Safety (Exhibits knowledge of health, safety and emergency procedures of the learning environment and follows such procedures.)
 
Supervisory Responsibilities:         
None
 
 
Minimum Education or Experience:         
High School Diploma
Administrative and/or secretarial training and/or two years equivalent experience.
Prior Student Services experience preferred.
                       
 
Licensure or Certification:              n/a
 
 
Knowledge, Skills and Abilities:   (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed here are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
 

• Ability to maintain confidentiality in daily operations and in the nature of Student Services.
• Above average communication skills (written, verbal, etc.) and the ability to work effectively with students, employees, administrators. 
• Convey a positive, professional, and helpful image.
• Possess a high level of interpersonal skills and demonstrate poise, tact, and diplomacy to handle sensitive and confidential situations. 
• Working knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MS Word, Excel, Access, PowerPoint, etc.).
• Continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines. 
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Cooperative and collaborative approach.
• Patience as to not get easily discouraged.
• Work effectively in a team environment.
• Effectively adapt to changing situations within the workplace.
• Accept, understand and follow directions and instructions.

 
Physical Demands:   (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
 
While performing the duties of this job, the employee is regularly required to stand, walk, speak, sit, and hear.  The employee is regularly required to make keyboard entries in a computer and must have manual dexterity required to use the telephone, calculator, and a computer keyboard/mouse.  Employee will sit for long periods of time.  The employee is occasionally required to reach with hands and arms, stoop kneel, or crouch.  Specific vision abilities required by this job include close vision and depth perception.  The employee is occasionally required to lift and/or move up to 15 pounds.  A physical examination is required within 30 days of employment verifying that the employee is physically able to perform the functions of the assigned job.
 
 
Work Environment:   (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
 
Tobacco-free and drug-free, climate controlled working and learning environment.  Noise level in the work environment is usually moderate; however, due to the number of persons working in a limited amount of space, there can be distractions.  Position demands meeting deadlines with severe time restraints.
 
 

The statements in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this job.  They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel in this position.  These statements are not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision.